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Office of Juvenile Justice and Delinquency Prevention J US T I C E P

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in action
July 1999 NUMBER 07

Plan
Plan A
A Special
Special Event!
Event!
What Is a Special Event? How Does a Special Event
Shay Bilchik A special event is an activity that focuses on an Prevent or Reduce Crime?
Administrator
important issue, such as child safety; celebrates A special event can also help prevent or reduce
BULLETIN

success; builds a sense of community; provides crime in your school or community. For instance,
a positive activity for youth to participate in; a 5K “safety” race—in which participants
raises funds; or educates and enlists the secure sponsors and hand out crime prevention
support of community members on a specific tips from the local police department—will
topic. A special event can be a party, an educate citizens on how to make their commu-
information fair, a carwash for charity, a child nity safer and raise money for community crime
safety day, a race, a street fair, or a community prevention. An alcohol- and drug-free concert
picnic. The only limit is your imagination! or a fundraiser for a youth community center
will similarly rally the community around a
What Problems Do Special cause and offer positive activities for young
Events Address? people.
Special events address a variety of problems,
ranging from lack of community attention to a
particular issue to a need for alternatives to
gang- or drug-related behavior. These events
can also provide publicity for worthy programs
t
thhe miinniissttrraattoo
e aaddm
m rr
or recognition for achievements. If under-
age drinking after the prom is a problem,
ffrroom Looking for an exciting new
way to generate publicity, raise funds, or
an alcohol- and drug-free postprom party educate the public about an important community
provides an alternative. A walk-a-thon issue? Then plan a special event! A special event—such
to benefit a local charity similarly as a walk-a-thon, postprom party, carwash, picnic, or
heightens awareness while raising fair—offers a great opportunity for you to draw the
community’s attention to your concerns and to inform
funds for a deserving organization,
them of what you and your friends are doing to make a
program, or foundation.
difference. If you follow the step-by-step instructions
and practical guidance provided by this
Bulletin, your special event is
sure to be a success!
 How Do You Plan a
Special Event?
First, recognize that you need a team. Recruit
people who like to plan, who are skilled at
handling logistics (such as organizing parking,
purchasing supplies, and coordinating volun-
teers), and who can come up with original ideas
for event- and cause-related publicity. Instead
of simply holding a car wash, for example, your
group may decide to host a community clean-
up day, a dance-a-thon, a senior-youth picnic,
or an alcohol-free postprom brunch.
Next, involve your team in planning. Bring
together a core group to identify a date for your
event (be sure that no other major community
or school events conflict with that date), decide
on the type of event, select the location (mak-
ing sure that it’s available on your chosen date),
and determine the types of committees you’ll
need to make the event a success.
Even though committees perform most of the
work, select an event chairperson to coordinate
and supervise the entire process. You may want
to form an honorary board or enlist the support
of local sponsors (school administrators, civic
officials, business people, or local officials, for
example) as well.
Planning a Successful Project
For more information on how to plan a successful
project, see the National Youth Network’s Planning a
Successful Crime Prevention Project. This 28-page
workbook explains the five steps of the Success Cycle:
◆ Assessing Your Community’s Needs.
◆ Planning a Successful Project.
◆ Lining Up Resources.
◆ Acting on Your Plans.
◆ Nurturing, Monitoring, and Evaluating.
The workbook includes six worksheets for you to take
notes on. You can get a copy of this planning workbook
from the Juvenile Justice Clearinghouse, listed in the
Resources section. Good luck!
2
Keep track of the resources you’ll need.
Brainstorm about ways to obtain donations or
borrow equipment. Visit local businesses and
explain what your event is, what causes it
hopes to benefit, and how it may prevent or
reduce crime in your community. Ask the
sanitation department to provide trash cans
and the recreation department to lend you
any sports equipment needed for the event.
Consult local government or police officials
to find out whether any permit fees can be
waived. Agree to recognize publicly the
businesses and other organizations that
donate items or services, so they are ac-
knowledged for their commitment. Even
with all these cost-cutting strategies, remem-
ber that some things required for your event
will cost money.
Your team can use the checklist on pages 3–5
for any special event—whether a celebration
of your program’s achievements, a drug- and
alcohol-free graduation party, or a children’s
safety day. How far in advance you need to
start depends on the size and complexity of
your event and your team’s experience with
these types of activities. Use the planning
weeks indicated as approximate guidelines.
The sooner you start the better, and not every
event will require all listed steps. Review the
checklist at your first meeting and decide
which steps are necessary for your event.
What Does It Take To Sustain
a Special Event?
Some special events happen only once, such as
a special anniversary of your youth program.
Other events take place on a regular basis—
like Crime Prevention Month every October or
an alcohol-free gala the first weekend in April
each year. Whether it’s an annual event or a
one-time happening, a special event requires
dedicated leadership and committed volun-
teers. These two components will provide the
spark to make special events a success.
16 to 20 Weeks Before the Event
Decide what occasion, issue, or problem to address
and the kind of event you will host.
◆ Decide who will chair the event.
◆ Recruit key volunteers.
◆ Decide whether to sponsor the event with a partner
(that is, another group or organization in your
community that would be willing to plan and host
the event with you). Think about the possible
resources and special skills that a partner would
bring to your venture and the type of publicity or
special attention that a partner would generate.
◆ If your group decides to have a partner, consider
selecting an honorary chairperson who may—
depending on his or her position and prior
experience—be able to generate added publicity
and enthusiasm for your event.
◆ Bring everyone together and answer the following
questions:
❖ What are your goals? How will you measure
success?
❖ When do you want to have your event? Will any
other events conflict with your date? Do you
have a rain date?
❖ Where will you hold your event? Is the place
available? Consider seating, parking, accessi-
bility for people with disabilities, transporta-
tion, and any permit that may be required.
❖ How much money will you need? How can you
obtain donations? Do you need a fundraiser?
❖ Who will attend your event? How many people
can you accommodate?
❖ How long will your event last?
❖ Who will serv e on what committee? Typical
committees include: awards and prizes, entertain-
ment and publicity, exhibits and information,
food, decorations, and invitations and hospitality.
Recruit volunteers for each committee and
appoint committee chairpersons who have the
time, energy, and commitment to do the work.
◆ Decide if tickets will be required for admission
and, if so, how much they will cost, and where and
when they will be sold.
12 to 16 Weeks Before the Event
◆ Direct the committee in charge of exhibits to
send invitations to groups or individuals who
may want to set up exhibits at your event. The
invitation should include the purpose, date, time,
and place of your event; potential benefits for the
exhibitors; and any signup requirements.
◆ Appoint a lead person to be in charge of public-
ity and drawing people (such as local TV and
radio station personalities) to your event. This
person should work closely with any honorary
chairperson your group has selected.
◆ Meet with committee heads regularly, offer help
when needed, and monitor their progress.
8 to 12 Weeks Before the Event
◆ Arrange for any required payment of contractors,
such as table and tent rental companies.
◆ Order T-shirts, hats, or other items of clothing for
your volunteers to wear on the day of the special
event. Having volunteers dress alike—in a T-shirt
featuring your group’s name or logo, or in an un-
usual colored sweatshirt, for example—will make
these persons easy to recognize and may promote
a feeling of teamwork.
◆ Begin selling tickets, if appropriate.
Invitations and Hospitality Committee
◆ Work with the Publicity Committee to design any
fliers, signs, or other notices. Post them 4 to 6
weeks before the event.
◆ Invite local celebrities to participate.
◆ Give the Food Committee a preliminary estimate
of how many people will attend.
◆ Make sure you have adequate parking, handi-
capped access, restrooms, and a secure place for
coats (don’t forget hangers).
◆ Purchase or secure donations of first-aid kits,
fire extinguishers, and cell phones. Make a list of
emergency phone numbers to have on hand.
➙
3
 ◆ Make name tags and site maps for workers and
exhibitors.
◆ Tell the Decorations Committee how many tables
will be needed.
◆ Recruit volunteers to be greeters and runners.
Assign greeters to accompany celebrity guests.
Awards and Prizes Committee
◆ Decide on criteria for any awards to be given at
the event, and recruit judges to select award
winners. Arrange to have the honorary cochair
or a community leader present the awards.
◆ Ask local businesses to donate awards and door
prizes.
◆ Order “novelty” items, such as balloons, T-shirts,
key chains, or pens and pencils with your group’s
name or logo.
Entertainment and Publicity Committee
◆ Plan activities and entertainment. Arrange for any
necessary stage, sound, and audiovisual equipment.
◆ Reproduce educational materials such as bro-
chures and bookmarks.
◆ Develop a media contact list. Introduce yourself
to contacts at local radio stations and newspapers
and ask them to publicize your event. Radio
stations may accept and broadcast public service
announcements (PSA’s) on your event at no cost.
Usually one person at a radio station is in charge
of PSA’s. For each station, find out who that person
is and work with him or her to arrange free air
time. Most radio stations require groups wishing to
broadcast PSA’s to submit proof of their nonprofit
status, a script of the 30–60 second announce-
ment, and a statement about the importance of the
message. Submit this information approximately
3–4 weeks before the event. Newspapers similarly
set aside space to list community events at no
charge. Find out who is in charge of these listings
at your local paper and submit all necessary
information to him or her.
4
◆ Prepare a press release—a summary statement
that contains all important information about your
event, including when and where it will take place,
the causes it will benefit, and how to get involved—
and send it to your media contacts at least 1 week
before the event. At the same time, send contacts
an “information kit” on your event that includes
fliers, brochures, bookmarks, T-shirts, posters, and
any other promotional items, a schedule of events,
and a list of sponsors, exhibitors, and local
celebrities participating in the event.
◆ Recruit an experienced photographer to take
pictures at the event. A school or community
photography club may be able to suggest or
provide someone willing to donate his or her
services.
◆ Be available on the day of the event to meet and
greet media representatives and answer their
questions.
Exhibits and Information Committee
◆ Follow up on invitations to exhibitors and verify
who will attend. Send confirmation letters.
◆ Estimate the total number of exhibitors and
determine space/table requirements. Be sure to
include a display table for brochures and product
giveaways.
◆ Recruit volunteers to help exhibitors unload, set
up, and pack up materials.
◆ Develop event-day instructions for all volunteers,
addressing such subjects as when to arrive, where
to report, and how to deal with an emergency.
Food and Decorations Committee
◆ Decide what type of decorations to use and where
they will be placed.
◆ Map out where to set up exhibits, displays, food,
entertainment, and registration. Pay attention to
the location of electrical outlets.
◆ Make promotional signs, directional signs, and
posters.
➙
 ◆ If serving refreshments, arrange for all required
tables, tablecloths, chairs, napkins, cups, plates,
and utensils for food, and recruit and organize
volunteers to prepare and serve food.
◆ Arrange for the delivery and placement of tables,
chairs, and other supplies needed for exhibits,
awards, and other displays.
◆ Recruit volunteers for setup and cleanup.
◆ Arrange to have any unused food or drink deliv-
ered to a shelter or other facility in your area that
accepts such donations.
1 Week Before the Event
◆ Send a copy of your press release and an informa-
tion kit to every media contact. Call to confirm
coverage of your event.
◆ Purchase utensils, paper goods, decorations, and
nonperishable food items.
◆ Confirm all deliveries and pickups.
◆ Give the Food Committee a final count of how
many people are expected to attend.
1 Day Before the Event
◆ Pick up orders and arrange deliveries.
◆ Test audiovisual, sound, and other equipment.
◆ If possible, set up tables and decorations.
◆ Purchase perishable food items and prepare food.
◆ Do a final review to make sure all checklist items
have been completed.
What Are Some of the
Challenges You Will Face?
Special events are time consuming and require
many dedicated volunteers. As shown by the
checklist above, volunteers may need to
devote a great deal of time—over a period of
several months—to plan and carry out a
successful event. Special events can also be
expensive, especially if you don’t have the
The Big Day!
◆ Complete decorations.
◆ Set up tables, stage, and audiovisual equipment.
◆ Put first-aid kits, fire extinguishers, phones, and
emergency phone numbers in locations that are
readily accessible but out of the way. Tell volun-
teers where to find these items.
◆ Approximately 30 minutes before your event
begins, brief volunteer greeters, helpers, and
runners. Answer any questions and make sure
everyone is ready to go.
◆ Thank all donors, volunteers, partners, media
representatives, and celebrities.
◆ Relax and have a great event!
After the Event
◆ Clean up.
◆ Return all borrowed equipment and supplies, and
deliver unused food and beverages to the local shel-
ter or facility that agreed to accept your donation.
◆ Send thank-you letters to all who helped make the
event a success.
◆ Take notes about what you experienced, writing
down what to do differently in the future and what
went especially well.
◆ Meet with your committee chairpersons for a
postevent evaluation.
support of sponsors or donors willing to
provide materials and services.
Some annual special events may require a
few years to become firmly established. Don’t
be disappointed if your event isn’t as well
attended as you had hoped in its first year. If
it was well planned and executed and if your
volunteers were enthusiastic and committed,
more people will take part next time.
5
 What Are Some of the Rewards?
A successful special event will bring positive
attention to your program, ranging from new
sources of funding and more volunteers to
publicity about the event and appreciation for
your program. It will also teach group members
and other volunteers valuable organizational
skills and allow them to experience the satisfac-
tion of a job well done. In addition, special
events strengthen community ties by allowing
youth—especially those working with partners or
cosponsors—to build bridges with community
organizations. By working on the event with
community leaders, local business owners, and
media representatives youth may also develop an
understanding of others’ perspectives and skills.
Adults, in turn, will appreciate your group’s de-
dication and hard work and may even overcome
previous negative opinions or fears of young people.
How Can Special Events
Be Evaluated?
Evaluating your event can help you learn
whether it has met its goals, but only if you
decide up front what you want to evaluate and
how you will go about doing so. The purpose of
conducting any evaluation is “to answer practi-
cal questions of decision-makers and program
implementors who want to know whether to
continue a program, extend it to other sites,
modify it, or close it down.”1 In particular, you
will want to be able to show that your special
event did one or all of the following:
◆ Ran smoothly and approximately on schedule.
◆ Involved a wide segment of your community—
from youth to media representatives to
special target audiences.
◆ Raised awareness or educated the public on
an important crime prevention or other
community issue.
1
National Crime Prevention Council,
What, me evaluate? Washington, DC:
National Crime Prevention Council, 1986.
6
◆ Generated favorable publicity for your group
and its efforts.
The best way to start evaluating your event is
to reflect on your original goals. Did you plan
an event and host it? Was it well attended?
Did your community get involved? Be sure to
include an evaluation step—such as a survey
for attendees or exhibitors to complete at the
end of the event—in your overall plan. Ask
yourself what you can do better to reach your
goals, to involve more people in your project,
and to spread your message to a wider audi-
ence. Then, make adjustments to your activities
to improve your special event.
Base your evaluation on both the specific goals
you set and any other benefits that may have
resulted. For example, your group’s goal in
deciding to host an open house may have been
to find three new funding sources. As a result
of the event, you may have gained only one new
funding source but recruited three new volun-
teers and received excellent media coverage in
your community. With these results, you may
decide to continue with the open house next
year and look for funding sources elsewhere.
One very good way to capture feedback while
celebrating successes is to organize a postevent
debriefing. Attendance should be mandatory
for committee chairpersons and important
operational people and optional for all other
volunteers. Make the debriefing a pleasant
experience. Serve refreshments, welcome and
thank everyone, and explain the process for
the meeting. Basically, all staff and volunteers
will share their ideas on the positive and the
negative aspects of your special event.
At the start of your meeting, choose someone to
write everyone’s comments on a flip chart and
appoint a recordkeeper who will take careful
notes and type them later for distribution to the
whole group. Next, ask everyone to take a few
minutes and write two lists: what the group
should continue doing when planning and
hosting its next special event (and why); and
what it should change (and how). Explain that
you will ask each person to share one thing at a
time from his or her lists, and that you will go
around the room until each point on every
person’s list has been noted by the recordkeeper.
Begin the discussion with the “what we should
keep” list and then focus on the “what we should
change” list. The person writing at the flip chart
and the recordkeeper will draw stars next to any
repeated items. In this way, everyone will see
what people think worked well and what they
believe needs improvement.
Ask yourself what you can do better to reach
your goals, to involve more people in your
event, and to spread your message to a wider
audience. Then, adjust your activities to
strengthen your event.
Resources
For more information, contact one of the
following organizations or visit the U.S.
Department of Justice Kids Page Web site at
www.usdoj.gov/kidspage. This site includes
information for kids, youth, parents, and
teachers.
Association of Junior Leagues, Inc.
660 First Avenue
New York, NY 10016
212–683–1515
212–481–7196 (Fax)
Juvenile Justice Clearinghouse
P.O. Box 6000
Rockville, MD 20849–6000
800–638–8736
301–519–5212 (Fax)
Internet: www.ojjdp.ncjrs.org
In evaluating your special event, also consider
whether and how it meets the following more
general crime prevention goals:
◆ Reduces crime and fear of crime.
◆ Educates and informs a target audience.
◆ Is cost effective.
◆ Has a lasting impact.
◆ Attracts support and resources.
◆ Makes people feel safe and more positive about
being a member of your school or community.
Learning to evaluate the things you do is a skill
you can apply to all aspects of your life. Good
luck and—Have a great event!
National Crime Prevention Council
1700 K Street NW., Second Floor
Washington, DC 20006–3817
202–466–6272
202–296–1356 (Fax)
Internet: www.ncpc.org.
National Family Partnership
9220 Southwest Barbur Boulevard, #119–284
Portland, OR 97219
888–311–1933
503–768–9659
503–244–5506 (Fax)
Internet: www.nfp.org
Teens, Crime, and the Community
1700 K Street NW., Second Floor
Washington, DC 20006–3817
202–466–6272
202–296–1356 (Fax)
Internet: www.nationaltcc.org
7
U.S. Department of Justice
Office of Justice Programs
Office of Juvenile Justice and Delinquency Prevention
Washington, DC 20531
Official Business
Penalty for Private Use $300
Youth in Action Bulletin
This Bulletin was produced by the National Crime
Prevention Council as part of the National Citizens’
Crime Prevention Campaign under a cooperative
agreement with the Bureau of Justice Assistance
(BJA), Office of Justice Programs, U.S. Department
of Justice. The National Crime Prevention Council
is a nonprofit organization that conducts demonstra-
tion and youth-based programs, produces publica-
tions and training materials on a variety of subjects,
and manages the day-to-day activities of the
National Citizens’ Crime Prevention Campaign.
Points of view or opinions expressed in this docu-
ment are those of the authors and do not necessarily
represent the official position or policies of the
Office of Juvenile Justice and Delinquency Preven-
tion, BJA, or the U.S. Department of Justice.
PRESORTED STANDARD
POSTAGE & FEES PAID
DOJ/OJJDP
PERMIT NO. G–91
NCJ–171689
The National Youth Network, founded and managed
by the Office of Juvenile Justice and Delinquency
Prevention, consists of diverse youth leaders from
across the Nation who are sponsored by youth-
serving organizations. The goal of the Network is to
recognize and build upon the power and importance
of youth leadership by uniting young people and
adults, through communication and action, to
enable youth organizations and nonaffiliated youth
to have a positive, formidable impact in our commu-
nities and throughout our Nation.
The Office of Juvenile Justice and Delinquency
Prevention is a component of the Office of Justice
Programs, which also includes the Bureau of Justice
Assistance, the Bureau of Justice Statistics, the Na-
tional Institute of Justice, and the Office for Victims
of Crime.